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Add authors and transcriptionists to the SpeechLive workflow by creating a user account for each user with only a few clicks.
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Click the Workflow tab.
Click the Add new user icon
on the toolbar.
X The Add new user window opens.
Enter the user's email address in the Email address field. This email address will also serve as the user name for the account.
Enter the user’s name in the Name field. This will be the displayed user name in the workflow.
In the User role section, select Author or Transcriptionist and choose if you want the user to be an Office manager.
As Office managers, users get additional rights: They can edit user settings, such as inviting new users and deleting existing users from the workflow. SpeechLive Pro or Enterprise users are also able to change workflow relationship settings.
Select your desired notification setting for transcribed documents. You can always edit users and change the notification setting. For more information, see Editing existing users
Click Add user to add the user to the workflow without an invitation email.
X The user status is displayed in the Status column of the users list.
Click Add & Invite to add the user to the workflow and send them an invitation email.
X The newly added user will receive an invitation email with additional information on how to activate the SpeechLive user account.
X The user status is displayed in the Status column of the users list.
If the user has clicked the activation link in the invitation email, the account is activated and the user status is displayed in the Status column of the users list:
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By default, the Add new user window is reopened automatically after you have created a user. This way, you can conveniently add several users in a row. If you want to change this setting, deactivate the checkbox Add more users. |
Select one or more workflow users to be Office managers. As Office managers, users get additional rights: They can edit user settings, such as inviting new users and deleting existing users from the workflow. SpeechLive Pro or Enterprise users are also able to change workflow relationship settings.
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Users can only participate in the workflow as Office managers if you have sent them a user invitation email and if they have clicked the activation link in the invitation email. |
To select an existing user as an Office manager:
Click the Workflow tab.
Select the desired user and click the Edit user icon
on the toolbar.
X The Edit user window opens.
In the User role section, mark the checkbox next to Office manager.
Click Save changes.
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Users are only notified about their invitation as an Office manager in the initial user invitation email. If you assign an existing user the role of an Office manager, the user won’t get any notification. In this case, you should inform the user that you have selected them to be Office managers in the workflow. |
You can add a user to the workflow and send an email invitation at a later time. The reasons for resending or sending an email invitation at a later time can be the following:
You want to set up all users in the workflow first and send the invitation email afterwards.
The user missed to click the activation link in the invitation email within 24 hours after receiving the invitation email.
The invitation email was directed to the user’s spam folder and therefore the activation link has expired.
There was a technical problem while trying to send the invitation email.
To resend an email invitation:
You can always change the settings for existing users, such as notifications for transcribed documents, the displayed name, or select the desired user to be an Office manager.
Click the Workflow tab.
Select the desired user and click the Edit user icon
on the toolbar.
X The Edit user window opens.
Select the desired settings.
Click Save changes.
Workflow users can’t reset their password themselves. Only the account administrator can request a password reset. Users can afterwards change their password by clicking the confirmation link in the password reset email.
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To request a password reset for a workflow user:
Click the Workflow tab.
Select the desired user and click the Reset password icon
on the toolbar.
X The user receives an email with a confirmation link. After clicking the link, a window opens where the user can change their password.
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Click the Workflow tab.
Select the desired user and click the Delete user icon
on the toolbar.
If there are dictations assigned to the user you want to delete, you will be prompted to assign the dictations to another user who has the same user role, which is Author or Transcriptionist. In this case, select a user from the drop-down list you want to assign the dictations to. Then click OK.
X The dictations are assigned to the selected user, and the Author name of the relevant dictations changes to the Author name of the new user.
If the user you want to delete is the last user in the list within one user role, you will be prompted to delete all dictations in the account. In this case, first delete all dictations in the workflow, and then delete the user again.
If there are no dictations assigned to the user you want to delete, click Delete.
X The user is deleted.